UCR

UCR Policies and Procedures

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Campus Policy Number:  750-21

Campus Policy Title:  Gifts and Gratuities to University Employees

Policy Owner:  Vice Chancellor Business and Administrative Services

Effective Date: 11/01/1988

Effective Update: 11/05/2014

 
  1. INTRODUCTION AND OVERVIEW
As a public institution of higher education and a custodian of public funds, the University is concerned that there be safeguards against any appearance of favoritism in its relations with public and private entities. To avoid any appearance of favoritism, employees are not to accept gifts or gratuities which are offered or appear to be offered to them as individuals because of their position with the University.  This policy applies to the individual and does not apply to gifts offered to the University as an institution.
 
  1. RELATED REFERENCES
University of California Policy & Guidelines Regarding Acceptance of Gifts & Gratuities by Employees Under the California Political Reform Act

University of California Conflict of Interest Website

UC Riverside Conflict Administrative Ethics & Compliance Website

University of California Office of General Counsel’s Updates on Changes to Gift Regulations
University of California Policy on Health Care Vendor Relations, including guidance on acceptance of gifts.
 
    III.        DEFINITIONS
The term "gift" or "gratuity" means any payment for which the recipient does not provide equal or greater consideration in return.
The following are specifically identified as gifts:
a.     Tickets to sporting, entertainment, or other non-fundraising event unless treated as gifts to the University under the Fair Political Practices Commission’s regulations.
b.     Testimonial dinners and events
c.     Business meals unless received in the course of an official fundraising activity.
 A gift or gratuity does not include the following:
a.     Informational material such as books, reports, pamphlets, calendars, periodicals, or other unsolicited promotional material.
b.     Acceptance of modest entertainment, such as a meal or refreshments, in connection with attendance at professional meetings and similarly sponsored events by industrial, technical, professional, or educational associations, or at public ceremonies in an official capacity.
c.     Home hospitality.
This definition is consistent with the State of California Political Reform Act of 1978 and is responsive to Federal Circular A-110, Grants and Agreements with Institutions of Higher Education, Hospital, and other Nonprofit Organizations - Uniform Administrative Requirements.
 
  1. POLICY
To avoid the appearance of favoritism,a University employee may not solicit or accept, directly or indirectly, any gratuity, gift, favor, entertainment, loan, or anything of monetary value from anyone who:
o    has, or is seeking, University business;  
o    conducts activities that are regulated by the University, or;
o    has interests that may be substantially affected by the performance or nonperformance of the employee's official duties.
For the purpose of this policy/procedure, employees may not accept vendor-furnished tickets/funds for any mode of commercial transportation, the use of rental vehicles and/or lodging accommodations related to the inspection and/or evaluation of equipment, supplies or services being considered for purchase, lease, or any other form of contractual obligation, without the written approval of the respective Dean or Vice Chancellor and the Materiel Manager, unless such arrangements are specified in a public request for written quotations issued by the Materiel Management Department.
 
    V.        FEEDBACK
Employees requiring advice or interpretation of this policy should consult with their department head.
Questions from department heads regarding vendor-furnished travel, transportation, or lodging relating to an inspection or evaluation of the prospective acquisition of goods or services should be referred to the Materiel Manager.
Other questions from department heads regarding advice or interpretation of this policy should be referred to the Vice Chancellor Business and Administrative Services or  the Campus Conflict of Interest Coordinator.